using social media to drive metadata optimization

Using Social Media to Drive Metadata OptimizationChristian Buckley, SharePoint MVP

Using Social Media to Drive Metadata Optimization

What we’ll cover today:

• What changes are happening in SharePoint around the way social is used

• Why social is business critical

• Avoiding Dan Usher

• Options for improving metadata optimization

AboutChristian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server

• Prior to Axceler, worked for Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and worked as a consultant in the areas of software, supply chain, grid technology, and collaboration

• Co-founded and sold a software company to Rational Software. At E2open, helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita, Cisco, and Seagate

• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.

• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: cbuck@axceler.com

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About Axceler

Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms

Delivered award-winning administration and migration software since 1994, for SharePoint since 2007Over 2,000 global customers

Dramatically improve the management of SharePoint

Innovative products that improve security, scalability, reliability, “deployability”Making IT more effective and efficient and lower the total cost of ownership

Focus on solving specific SharePoint problems (Administration & Migration)

Coach enterprises on SharePoint best practicesGive administrators the most innovative tools availableAnticipate customers’ needsDeliver best of breed offeringsStay in lock step with SharePoint development and market trends

Myth #1

Using SharePoint social features out-of-the-box (OOTB) will provide everything your team needs to improve search

Myth #2

Metadata within SharePoint is improved simply by using search

Myth #3

Peanut butter-coated bacon, dipped in chocolate, is too much of a good thing

This is a FALSE notion…but also irrelevant to this presentation.

What has changed with SharePoint in 2013?

SocialFeatures

• Community• Social tagging• Easily share content

and activities• Follow documents,

people, sites, tags, and activities

• Improved activity streams

• Improved My Sites• Save locally

Benefits

• Build more robust metadata• Make content more findable• Link people, teams, content

and activities

SearchFeatures

• FAST integration• Hover panels• Search by metadata• Search result

customization• Improved analytics

Benefits

• Manage user permissions• Comprehensive security

reports• Recommendations for

permissions clean up

Tools that manage and manipulate content and social interactions are becoming more integrated and seamless

Enterprise platforms are increasingly looking not just at solving core workstreams, but in ensuring productivity when moving between workstreams

A major aspect of SharePoint 2013 is improving end user productivity – primarily through social experiences

The latest productivity solutions support the introverts among usThey provide asynchronous connections

Social networking platformsWikisWorkflowsEmailMySites

Why focus on Productivity?

To simplify the interface into SharePoint

To better align end user activities with the needs of the business

To better streamline business processes

To get more out of SharePoint

Faster employee on-boarding and training

More business output

More usage of the platform

Faster realization of the financial investments you’ve made in SharePoint

The result?

"The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency."

~ Bill Gates

Improving Productivity

Four key facets of improving productivity in your SharePoint environment:

WorkflowFormsTaxonomySocial

Search is hard

“Social is just another layer of the search experience.”

Who said this?

this guy

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

A Needle in a HaystackU

sers

TeamsCorporate Departments

Empowerment

My Site

How social improves search

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

FriendFace!

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

• Book title• Author• ISBN• Publisher

• Name• Account

Number• Credit Card• Social Security

#• Billing Address

• Device ID• Email• Software

version

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

• Travel dates• City visiting• Flight number• GPS position

• Friend’s Name• City visiting• GPS position• Distance to friend• Avoidance Flag = Yes

• Name• Account

Number• Mileage to date• Home town

Expanding your TaxonomyContext is important.

Taxonomy is important.

Metadata is important.

• End user-generated keywords• Personally applied tags of

pages and objects to content you discover, consume

• Generally applied through social interactions

What is folksonomy?

Understanding folksonomy

• A folksonomy is a taxonomy (or set of terms) that arises as a result of people applying their own tags (metadata) to content objects.

• People use the tags that make sense to them, so over a period of time as more people tag, the folksonomy becomes more and more appropriate for the audience by associating content objects with the words and concepts people use to think about them.

• Unlike metadata terms, keywords aren’t organized into a hierarchy that users select from. Instead, users can enter any value into a keyword field.

• The primary value of a folksonomy is that it uses your own vocabulary

• May come from your intimate knowledge of a subject

• A way to correlate discovered content (through search or social interactions) to your understanding

Why use folksonomy?

Taxonomy• Paper• Airplane• White• Toy

Folksonomy• Paper• Flight• Airplane• Design• White• Toy• Origami• Technique• Distance

taxonomy

folksonomy

Opportunity to improve global search

AdvantagesIntegrated into SharePoint

Can be extended (social tools providers)

DisadvantagesRequires social interaction

Improved filtering needed

Need more display/sharing options

Requires ongoing management (governance)

Example of Social and Folksonomy at Work

Two documents are added to SharePoint

• Taxonomy applied• Folksonomy (tags)• Social dialog• Shared• Liked• Rated

• Taxonomy applied

How does all of this help you optimize your metadata?

Bing vs. Google

Bing offers the better user experienceThe algorithm improves as people use itLikewise, metadata is improved in SharePoint when people interactSharePoint metadata is optimized based on

DataUsage patternsTrendsFolksonomy

In Conclusion…

That’s it.My long-winded way of telling you to use the social tools in SharePoint.

Social = good

Other Options

Other Options for Improving Metadata Optimization

GamificationAdoption StrategyTaxonomy StrategyBuilding with Purpose (know your requirements)

Thorough Change Management Processes

The Challenge of End User Engagement

Technology acceptance model, shared by Jussi Mori at Peaches Industries @JussiMori

External variables

Perceived

usefulness

SimpleTo use

Personalattitude

Intention to use

Actual system

use

The Gamification influence point!

Source: Technology Acceptance Model (TAM) by Fred Davis 1985

Gamification in SharePoint

For SharePoint

URL: http://bit.ly/XB9nqx

Track and reward user behavior:• Document Management (Creating

and Contributing)• Creating, editing, or contributing

to a wiki page• Starting or participating in a

discussion thread• Posting a comment on content

(docs, wikis, blogs, discussion threads)

• Viewing pages• Rating content• Voting on content• Tagging content• Employee collaboration

(Slide by Jussi Mori @JussiMori)

Moving Forward

Are you optimized for search?

Have you adopted a metadata strategy?

Have you developed a social strategy?

Do you have executive buy-in?

Have you established a cycle for continuous improvement on what you’ve already built?

Areas for initial focus

Thank you!

Contact me

Order your copy at http://oreil.ly/qC4loT

Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com

* Additional Resources * On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F * Enabling Social Media through Metadata http://slidesha.re/gdjoaz* Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ* The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN * 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN * Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/